Convey is a web-based global disclosure system developed by the Association of American Medical Colleges (AAMC) that allows publishers and societies to store financial conflict of interest (COI) disclosure information for authors and other members. Publications must have an agreement with Convey to enable this integration. For more information on Convey, see the AAMC website.
When this feature is enabled, publications can request, retrieve, and view Author COI disclosures and attachments from Convey from within Editorial Manager. Editor, Author, and Reviewers may be granted permission to view the data. Editor roles may be granted permission to initiate disclosure requests manually.
Use of the Convey feature is configured by Article Type, and disclosures are requested and retrieved per submission. The system can be configured to initiate a COI disclosure request automatically at selected editorial workflow events. The system will also update the COI disclosure request when changes are made to the submission’s Author list if a request has already been initiated, either automatically or manually.
Two versions of the COI information report may be available. A standard report is intended for Editors and Corresponding Authors. This version will allow access to all information. An anonymized version of the standard report is intended for Reviewers. This version replaces author names with anonymous discloser numbers, suppresses author email addresses, and does not include disclosure files.
Disclosure reports are displayed on the Conflict of Interest Disclosures page with supporting documentation. Convey will return a separate record for each discloser (Author). Reports may be viewed via the Convey widget embedded in this page. The report may also be available in PDF format for download.
For details on viewing reports and initiating requests, see Access Convey Conflict of Interest Disclosures.
For publication sites using production task (ProduXion Manager) or editorial task (Task Manager) functionality, a transmittal task can be configured to include COI reports in transmittals in XML and/or PDF format. The system retrieves the most recent data for each discloser from Convey in the applicable format and gathers the returned files to include in the transmittal. For details, see Configure Task to Include Convey COI Reports in Transmittal.
In addition, Editors with applicable permissions may download Author COI report PDFs from the Conflict of Interest Disclosures page and attach these files to a submission production task or editorial task as they would any other submission file.
To enable the Convey COI Disclosure feature, contact your Aries Account Coordinator.
Configuration requires configuring Article Types, granting permissions, and adding the COI Disclosure link to Details page layouts. Disclosure reports are sent in XML format by default; PDF format may be set as a second option. Instructions displayed on the Conflict of Interest Disclosure page may also be customized by role.
Go to PolicyManager > Submission Policies > Edit Article Types. When this feature is enabled a Conflict of Interest Check section appears on the Add/Edit Article Type page. Complete settings in this section:
If no workflow trigger points are selected, one or more Editor roles must be granted permission to perform this action manually.
Grant permission to access disclosure reports. Editor, Author, and Reviewer roles may be given permission to view reports. Editor roles may be given permission to initiate requests for reports.
For Editor roles, go to RoleManager > Editor Role. Select the applicable role and click Edit. On the Edit Role Definition page, go to the General Searching and Viewing section, check the box next to the applicable permissions, and click Submit.
Available permissions:
For the Author role, go to RoleManager > Author Role. On the Edit Role Definition page, check the box next to the permission and click Submit.
For Reviewer roles, go to RoleManager > Reviewer Role. Select the applicable role and click Edit. On the Edit Role Definition page, go to the Permissions for Pending Assignments and Completed Assignments section. Check the box next to the applicable permission, select a report version, and click Submit.
To display custom instructions on the Conflict of Interest Disclosure page, go to PolicyManager > Submission Policies > Configure Conflict of Interest Disclosure. Use the textboxes to enter custom instructions for Editor, Author, and Reviewer views of the page. Default instructions are included. If messaging is edited, the original defaults can be restored by clicking the Revert to Default Instructions link. When finished, click Submit.
The View Author Conflict of Interest link must be configured to display to Editors on the Details page. Go to PolicyManager > General Policies > Define Details Page Layouts. On the Select Items to Display page, the Links section includes COI Disclosure. Check the box to add it to the Details page layout. For more information, see Configure Details Page.
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